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Administrative Assistant

Date: February 1, 2016
Reports to (Job Title): Director, Police Services
Jobs Reporting (Job Titles): None
Department: Police Services

Location:

Main Campus

Grade:

USG 7
35 hr/wk


Primary Purpose

The Administrative Assistant position is responsible for the administrative functions of the University of Waterloo’s Police Services Department. This position supports the delivery of campus-wide police services which provide a safe and secure campus environment for all students, employees, and visitors.

Key Accountabilities:

1. 

Administrative Support

  • Provides administrative support to the Director, Police Services, the Waterloo Regional Police Staff Sergeant as the Operations Manager, the Investigative Coordinator/Administrative Sergeant and all Department Staff, as required.
  • Reviews the department’s Daily Brief – an internal email identifying all police calls for service in the previous 24 hours – and inputs applicable data into the Campus Incident System to identify students who may be at risk.
  • Performs various administrative duties including maintaining the following:
    • office equipment and supplies;
    • confidential departmental electronic and paper files; and
    • records of departmental key permits. 
  • Assists officers with photocopying and assembling court crown briefs.
  • Initiates and/or participates in departmental process improvement initiatives relating to data management and various administrative functions.
  • Organizes and coordinates the Department’s annual Special Constable training course.
  • Acts as a scribe for emergency situations, as required.  
  • Performs other duties and/or participates in special projects as assigned.

2. 

Financial Administration

  • Administers and monitors departmental financial accounts, in accordance with University of Waterloo policies and procedures.
  • Assigns expenses and income to applicable financial accounts within the Finance Branch and monitors accounts in the University’s online expense claim system against ongoing budgets.
  • Monitors monthly expense claim reports and advises the Director on budget issues.
  • Maintains departmental petty cash.
  • Purchases goods and services for the Department, as required, using a purchasing card and/or purchase orders.
  • Processes charge-backs for security services to various University Departments and coordinates payment to the external security provider. 

3. 

Client Service

  • Acts as the departmental point of contact for various questions and inquiries from internal and external stakeholders, which involves responding to or redirecting questions and inquiries and/or gathering and distributing information, as required.
  • Responds to or redirects questions, inquiries, and/or complaints received in person, via email, phone, fax or mail.
  • Coordinates the scheduling of security services from external Security Guards and/or Waterloo Regional Police for special events which involves responding to scheduling requests, following up with service providers regarding invoices, and responding to related questions and inquiries.
  • Acts as a Commissioner of Oath, as required

4. 

Payroll and Staff Scheduling  

  • Prepares payroll forms for casual student staff.
  • Checks, prepares and submits payroll bi-weekly for casual staff using the University’s electronic payroll system.
  • Responsible for payroll submissions of departmental staff relating to overtime, statutory holiday pay, casual employee pay and maintenance of payroll.
  • Monitors and maintains departmental payroll data.  
  • Checks and enters overtime, statutory holiday time, holiday time, shift bonuses, court attendance, sick time and time off for Department Staff in the departmental time-management spreadsheet.
  • Maintains and updates the Finance Roster database for all staff members.
  • Tracks and maintains the staff schedule for four platoons, including time off requests, sick time, overtime requirements and postings of training schedules.

5.

Technical Support

  • Provides basic desk-side computer support to Department Staff such as: assisting with Microsoft Office and setting up of forms/templates.
  • Liaises with the Information Systems Technology (IST) Department regarding departmental technical issues, as required.
  • Maintains platoon rosters on an electronic platform.
  • Maintains and updates the departmental website using the University’ Website Content Management System (WCMS).

Position Requirements

Education:

College Diploma in Office Administration, Business Administration or a related discipline

Experience:

Several years of experience performing duties related to the above mentioned key accountabilities in an office work environment is required. Demonstrated experience in a university work environment is preferred.

 

Knowledge/Skills/Abilities:                                     

Technical:

MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

The Administrative Assistant position interacts with both internal and external contacts including: Departmental staff, University staff, external service providers, and the Waterloo Regional Police Service. The nature of interaction includes responding to and redirecting questions and inquiries, providing and exchanging information, and collaborating on work projects/initiatives.

Level of Responsibility:

This position is responsible for Departmental administrative functions. This position has signing authority for purchasing goods and services.

Decision-Making Authority:

This position works independently and is required to set his/her own work plan to ensure that all projects are completed in a timely manner and in accordance with priorities set by the Director, Police Services.

Physical and Sensory Demands:

This position requires exertion of physical or sensory effort resulting in moderate fatigue, as a substantial amount of time is spent at a computer with repetitive keyboard movements.

Working Environment:

This position involves minimal psychological risk resulting from unavoidable exposure to disagreeable or uncomfortable environmental conditions. This position deals with a variety of tasks; frequent interruptions and adjustment of priorities and meeting multiple, conflicting, and/or tight deadlines .